Common Components Help

AEF Help

Listing and Adding Attachments for a Meeting

During the course of a meeting, a participant may need to attach a document. A file can be uploaded externally or added from a workspace folder. Attachments can be added to any meeting. Only documents can be attached to the meeting and not other type objects (like Sourcing central packages, quotations and RFQs).

The owner of the meeting can delete any attendee's attachment so that s/he can delete the entire meeting if desired. All meeting attendees can remove only attachments that they own. If a workspace folder document is removed, it is disconnected from meeting, but still remains in workspace folder. When a document that is not in a workspace folder is removed, it is deleted from the database. A message is displayed to confirm the delete.

Clicking the Attachment link in the meeting category list displays a summary of all attachments to the meeting. The owner and all persons that have at least read access to the parent object of the meeting have access to this summary and will see all attachments to the root message as well as all replies. If a document is in a Team Central folder, all who have access to the folder also have access to the document, which means that all meeting attendees may not have access to it. For uploaded external files, all meeting participants have download, checkout, checkin, view, and unlock access to the file.

To list the attachments for a meeting

1. Click My Desk > Team > Meetings.

Or

From the category list for the meeting's workspace, click Meetings.

2. From the Meetings page, click the Name of the meeting you want to view attachments for.
3. From the category list for the meeting, click Attachments.

The Meeting Attachments page opens, listing all documents added to the meeting.

For each attachment in the discussion, the page shows the:

Selection check box--The Attachments page contains the standard check boxes in the left column, which let you select items to work on. If you don't have accesses for removing an item, the check box is gray and unavailable for checking. You can still view information about the item but you can't remove it from the discussion.

Locked status--Shows whether the document is locked for edit, as indicated by a Lock icon. To see who locked the file, move your mouse pointer over the Lock icon. When a file is locked for edit, no one else can lock the file for editing or check in a new version of the file until the person who is editing it unlocks the file manually or by checking in a new version. Even if a file is locked, you can still view it and save it to your computer.

Name--The name of the item. To view more information about an item, click its Name. The icon to the left of the name indicates the type of item. To see the type name, move your mouse pointer over the icon.

for standard documents

for 3D JT files

Ver--The version number for the document. A version of 1 represents the first time the file was added. Version number 2 means a person checked out the original file for revising and then checked in a new version. Version number 3 means a person checked in a second version and so on.

Description--Details about the contents of the document.

Workspace--The workspace folder where the document is stored.

Date--The date and time this version of the item was added to the workspace folder that contains it.

Actions--The Actions column contains icons that let you work with document content. If a particular icon is not displayed, then the item's status does not allow the action (for example, the Unlock icon is only available for locked files) or you do not have access to perform the action.

• View --Use to view the file in the program associated with the file's extension, including 2D and 3D viewer programs. To see which program will open if you click the icon for a particular document, move your mouse pointer over the icon. For instructions on viewing non-3D documents, see the Common Components User Guide. For information about viewing and adding 3D documents, see Viewing and Marking Up a 3D Document. Note that this icon works just like the Checkout icon except it does not lock the file and Checkout can only be used for non-3D documents.
• File Download --Use to save the file to a local disk. If you plan to make changes to the file and then check in a new version, use the Lock for Edit icon instead of the Download icon. To view the document in an associated program immediately, without first saving the file to disk, use the View icon. For instructions on downloading a file, see the Common Components User Guide.
• Checkout (Lock for Edit) --Use to lock the document for editing. When a file is locked, no one else can check in a new version. When you lock a file for editing and the file's extension has an associated program, the application opens the file in that program. If there is no program associated with the file's extension or the file is of a type that can't be opened in a browser, the application lets you save the file to a local disk. You can then open it in the associated program. Once opened in the associated program, you can edit it, resave it, and check it back in. See the Common Components User Guide.
• Checkin --Use to check in a new version of the document. This icon is only available if you checked out the document, which locked it for editing (your name should be displayed when you move your mouse pointer over the lock icon in the first column). Checking in a new version automatically unlocks the file, making it available for other people to edit it. Alternatively, you can unlock the file without checking in a new version by clicking the Unlock icon. See the Common Components User Guide.
• Unlock --Use to unlock a file that you checked out and locked for editing. Manually unlock a file using this icon only if you decide not to check in a new version. Checking in a new version automatically unlocks the file. See the Common Components User Guide.

To add documents that are in a local directory

1. From the Attachments page, click Upload External File from the page Actions menu.

Depending on how your system is set up, an Upload External File page may appear. If so, enter the same Username and Password that you enter when logging into Team Central and click Login.

2. Enter information about the file:

File--Type the full path for the file or click Browse to select the file. File names cannot include any of these special characters: ; \ / ? < > + = : & @ $ , * |.

Workspace Folder--Type the workspace folder name for the file, or click to select a workspace folder.

Description--Type details that explain the contents of the file.

3. Click Done.

To add documents from the workspace

1. Click Add File(s) from Workspace from the page Actions menu.
2. Enter criteria on the Search page. For help entering criteria, see Searching for Items.
3. Click Search.
4. From the results page, check the item(s) you want to add.
5. Click Select.

When a file is added from a workspace folder, its security remains unchanged, which means all meeting participants may not have access to it.

To remove an attachment from the meeting

The owner of the root message can remove an attachment as well as the reply owner.

1. From the Attachments page, check one or more files that you want to remove.
2. Click Remove from the page Actions menu.

An alert is displayed to indicate that files that have been uploaded externally will be removed from the System.

3. Click OK to remove files.